Academic Department Administrative Support

California State University - East Bay; Hayward (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading university in California is seeking an Academic Department Administrative Support Coordinator. This role provides essential administrative support to the Department of Management, enhancing the efficiency of faculty recruitment, office coordination, and operational logistics. Candidates should have strong organizational skills, proficiency in office software, and the ability to work collaboratively with diverse groups. Benefits include a competitive salary, comprehensive health coverage, and generous leave policies.

Benefits

Medical, dental, and vision coverage

Retirement plans and tuition waiver

Paid holidays and personal holiday

Qualifications

• Fully functional knowledge of office procedures and practices.
• Ability to communicate clearly in writing and orally.
• Experience in handling confidential information preferred.

Responsibilities

• Provide administrative support to department chairs and faculty.
• Prepare letters, reports, and manage class schedules.
• Coordinate faculty recruitment and handle travel claims.

Skills

Organizational skills

Interpersonal skills

Attention to detail

Communication skills

Education

High school or technical/vocational program

Tools

Microsoft Excel

Microsoft Word

PeopleSoft

Job description

Academic Department Administrative Support

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Academic Department Administrative Support

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Salary And Benefits

Salary And Benefits

PLEASE NOTE: The starting salary placement depends on qualifications and experience and is anticipated to be in the range of $4,058.00 per month to $5,355.00 per month.

Cal State East Bay offers a broad range of benefits that includes medical, dental, vision, retirement (CalPERS), 401k, 457, 403(b), dependent and health care reimbursement accounts, life insurance, vacation and sick, 14 paid holidays, one personal holiday and tuition fee waiver.

For more information on the benefits program, please visit our benefits website. The CSU Total Compensation Calculator demonstrates the significance of our benefits package.

This position may be eligible to participate in the Cal State East Bay hybrid telecommute program subject to management approval.

Classification

Administrative Support Coordinator II

About Cal State East Bay

Cal State East Bay's beautiful main campus is located in the Hayward hills with panoramic views of the San Francisco Bay shoreline. Situated above the city of Hayward, the campus offers an ideal setting for teaching and learning and yet easy access to the many cities along the bay. The University has a satellite campus in Concord, a professional development center in Oakland and a significant presence online. Founded in 1957, Cal State East Bay is one of 23 universities of the California State University system (CSU). Cal State East Bay is recognized as a regionally engaged and globally oriented university with a strong commitment to academic innovation, student success, engaged and service learning, diversity, and sustainability.

About The Position

Please Note: Review of applications will begin on June 19, 2025.

The Department of Management offers a wide range of undergraduate and graduate programs. The Administrative Support Coordinator II plays a key role in supporting the Department Chairs, faculty, and students by performing a variety of administrative functions.

Responsibilities include preparing letters, reports, and enrollment data; providing guidance on university and College of Business and Economics (CBE) policies; and supporting tenure-track faculty recruitment logistics. Additional duties involve managing class schedules, maintaining faculty office hours, and handling department travel claims, reimbursements, requisitions, and purchase orders. The coordinator also serves as a backup for the Departments of Accounting & Finance, Economics, and Marketing & Entrepreneurship.

Responsibilities

Office Support & Coordination for Department Chairs

• Prepares forms, letters, memoranda, reports, enrollment data.
• Coordinates with chairs and program directors to enter class schedules into Peoplesoft.
• Applies requisite blocking and reserve capacities of courses for enrollment.
• Coordinates changes in enrollment caps, room changes and other room requests with academic scheduling, post classroom changes and class cancellation signs.
• Processes department travel authorizations, claims and reimbursements, order faculty airline tickets.
• Prepares department-related requisitions and purchase orders for supplies, business cards, etc. for processing by CBE Division of Financial Services.
• Order faculty registrations, subscriptions, submission fees, etc.
• Collects syllabi for each professor/ course taught, maintains department electronic and hard copy files; checks syllabi for required information and verifies that office hours meet minimum requirements.
• Processes faculty duplicating requests and enters charges into budget tracking sheets.
• Serves as a source of information regarding University/College/Department policies and procedures.
• Acts as point of contact for faculty, staff, students, and visitors to the department offices.
  
  

Financial, Operational & Logistical Support

• Conducts department elections.
• Responsible for all tasks associated with review of faculty (RTP, Post-Tenure Review, Lecturer Review, etc.) at the Department level.
• Provides administrative support to department search committees for tenure-track faculty recruitment, arranges candidate hotel reservations, reserves presentation room, coordinates with candidates to process paperwork, including travel claims for reimbursement and/or relocation, schedules candidate interviews.
• Prepares and processes monthly procurement card statements and expense log reports.
• Records and tracks department expenses in CBE's budget tracking report.
• Submits service requests for minor repairs, cleaning, moves, office and classroom problems.
• Prepares evaluations for processing; prepares class evaluation report.
• Pulls report from data warehouse to create department means and distributes on-line class student surveys to faculty each term.
• Sets up laptop computer in conference room, as needed for departmental or college committee meetings and presentations.
• Maintains faculty website office hours and directory; updates class and office hours; revises faculty office signs.
• Conducts department elections.
• Responsible for all tasks associated with review of faculty (RTP, Post-Tenure Review, Lecturer Review, etc.) at the Department level.
• Provides administrative support to department search committees for tenure-track faculty recruitment, arranges candidate hotel reservations, reserves presentation room, coordinates with candidates to process paperwork, including travel claims for reimbursement and/or relocation, schedules candidate interviews.
• Prepares and processes monthly procurement card statements and expense log reports.
• Records and tracks department expenses in CBE's budget tracking report.
• Submits service requests for minor repairs, cleaning, moves, office and classroom problems.
• Prepares evaluations for processing; prepares class evaluation report.
• Pulls report from data warehouse to create department means and distributes on-line class student surveys to faculty each term.
• Sets up laptop computer in conference room, as needed for departmental or college committee meetings and presentations.
• Maintains faculty website office hours and directory; updates class and office hours; revises faculty office signs.
• Conducts department elections.
• Responsible for all tasks associated with review of faculty (RTP, Post-Tenure Review, Lecturer Review, etc.) at the Department level.
• Provides administrative support to department search committees for tenure-track faculty recruitment, arranges candidate hotel reservations, reserves presentation room, coordinates with candidates to process paperwork, including travel claims for reimbursement and/or relocation, schedules candidate interviews.
• Prepares and processes monthly procurement card statements and expense log reports.
• Records and tracks department expenses in CBE's budget tracking report.
• Submits service requests for minor repairs, cleaning, moves, office and classroom problems.
• Prepares evaluations for processing; prepares class evaluation report.
• Pulls report from data warehouse to create department means and distributes on-line class student surveys to faculty each term.
• Sets up laptop computer in conference room, as needed for departmental or college committee meetings and presentations.
• Maintains faculty website office hours and directory; updates class and office hours; revises faculty office signs.
  
  

Administrative Support

• Prepares and/or processes curriculum proposals.
• Attend department meetings and other meetings as necessary; take minutes as requested; orders food for department events, meetings, etc.
• Prepares Separating Employee Clearance Form for lecturers.
• Prepares faculty and lecturer key requests for approval and processing.
• Serves as back-up for the Departments of Accounting and Finance, Economics, and Marketing & Entrepreneurship.
• Processes course materials (including typing or scanning of materials for faculty as time permits).
• Assists at events as needed (e.g. Commencement, Honors Convocation, Student Awards and Recognition).
• Assist with coordinating department events with professional organizations, and others as needed.
• Assists with setting up laptop computer in conference room (as needed for departmental or college committee meetings and presentations).
  
  

Minimum Qualifications

• A fully functional knowledge of and skill in standard office procedures and practices.
• An ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and ability to clearly communicate orally and in writing.
• Knowledge of business mathematics beyond basic arithmetic.
• Ability to use and quickly learn new office support technology systems and software packages.
• These minimum qualifications would normally be obtained through a high school program, technical/vocational program, or their equivalents combined with several years of related office work experience.
  
  

Required Qualifications

• Ability to work effectively with a diverse group of students, faculty and staff.
• Excellent organizational, recordkeeping, interpersonal skills.
• Experience with Microsoft Excel, especially related to bookkeeping and/or simple fund accounting.
• Ability to manage multiple tasks and priorities efficiently, effectively, and accurately.
• Excellent attention to detail.
• Ability to communicate effectively with diverse students, faculty, and staff.
• Proficiency with Microsoft Word, Excel, PowerPoint, Adobe Acrobat and PeopleSoft or equivalent office productivity software.
• Ability to use the Internet to research and gather information.
• Ability to work under pressure with constant interruptions.
  
  

Preferred Skills And Knowledge

• Two years of skilled office experience or vocational training.
• Knowledge of California State University policies and procedures.
• Experience handling confidential information.
• Knowledge of, or experience with, the PeopleSoft system.
  
  

Condition(s) of Employment

Satisfactory completion of a background check (including LiveScan, as appropriate), that may include, but is not limited to: criminal records check, verification of academic credentials, licenses, certificates, credit history, professional references and/or verification of work history is required for employment. Cal State East Bay will issue a conditional offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Unsatisfactory results may also affect the continued employment of current Cal State East Bay employees who were conditionally offered the position.

All background checks are conducted through the university's third party vendor, Accurate. LiveScan is conducted through the University Police Department.

EEO Statement

All university programs and activities are open and available to all regardless of race, sex, color, ethnicity or national origin. Consistent with California law and federal civil rights laws, Cal State, East Bay provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every student and employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. The CSU complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

Other Information

All California State University campuses, including Cal State East Bay, are smoke and tobacco-free. For more information, please visit our website here.

In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, the Cal State East Bay Annual Campus Security Report is available here.

Sponsorship

Cal State East Bay is not a sponsoring agency for Staff or Management positions and we are not an E-Verify employer.

Mandated Reporter

The incumbent in this position may be considered a mandated reporter under the California Child Abuse and Neglect Reporting Act and will be required to comply with requirements set forth in the CSU Executive Order 1083 as a condition of employment.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Education and Training

• Industries

  Higher Education

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